Allocations Spring 2013 Ethan Scott, SGA Treasurer

Requirements  Be a registered student organization per Campus Activities Center  Must have a on campus university account  Attend an Information Workshop  Attend a Finance Committee Presentation

Where do Allocations come From?  University Fee Council Meets mid February through early March Meets mid February through early March Votes on amount to fund Allocations Votes on amount to fund Allocations SGA Senate then approves or amends recommended total SGA Senate then approves or amends recommended total President Scott has ultimate approval President Scott has ultimate approval

How Much Money is Available  FY 12: $60,000 funded for Allocations $30,000 allocated for each semester $30,000 allocated for each semester Money not claimed last Fall rolls over into the general fund for this Spring. Money not claimed last Fall rolls over into the general fund for this Spring.

What can be Funded?  Films, Videos, DVD’s, Other Electronics Must be kept in the media library for use by ALL PSU Students. Electronics will be kept in SGA office upon approval. Must be kept in the media library for use by ALL PSU Students. Electronics will be kept in SGA office upon approval.  Lecturers/Speakers Consultant Agreement Form needed Consultant Agreement Form needed  Travel Mileage, hotel, meals, registration fees Mileage, hotel, meals, registration fees Appendix B: Travel Registration Appendix B: Travel Registration Appendix C: Advisor’s Checklist for Travel Appendix C: Advisor’s Checklist for Travel Liability purposesLiability purposes

Restrictions  Advisor expenses CANNOT be paid for through Allocations.  You must fill out Appendix D: Event Summary Form for each event that you use Allocations money.  All on-campus events must be open to the students, faculty, and staff at NO COST and must be ADVERTISED.

Restrictions Cont.  Two or more organizations CANNOT receive funding for the same activity.  Organizations CANNOT purchase supplies for fundraisers with Allocations funds.  Organizations CANNOT use Allocations funds as a donation.

How my Organization is Reimbursed  Bring receipts into SGA Office and hand DIRECTLY to Barb Circle, Administrative Assistant, or Ethan Scott, Treasurer Preferably in an envelope marked with the organization’s name, contact information and event being funded Preferably in an envelope marked with the organization’s name, contact information and event being funded Barb will scan all original receipts and return them immediately back to you Barb will scan all original receipts and return them immediately back to you  Treasurer sends funds transfer to Business Office

How my Organization is Reimbursed (cont.)  On Campus Accounts Amount from invoice is paid into given account Amount from invoice is paid into given account To reimburse individuals: To reimburse individuals: Organization must submit a separate DPR to the Business Office for each individualOrganization must submit a separate DPR to the Business Office for each individual  Off Campus Accounts Effective Spring 2013, no registered student organization will be funded via an off-campus account. For allocation purposes, only on- campus accounts will be utilized. Effective Spring 2013, no registered student organization will be funded via an off-campus account. For allocation purposes, only on- campus accounts will be utilized.

General Info  All forms are available on the SGA website and can be filled out Electronically and turned in via . (Exception is the Appendix A)  Organization Information in Appendix A must be turned in BEFORE a Finance Committee Interview will be scheduled.  Maximum amount that can be requested is $1,000 per semester.

Finance Committee Presentations  10 minutes to present and answer any questions the finance committee might have.  Things to include in presentations: Events you are requesting allocations for. Events you are requesting allocations for. The amount you are requesting. The amount you are requesting. Who will be attending your events. Who will be attending your events. What the goals of your events are. What the goals of your events are.  Only things requested in your presentation will be reimbursed unless discussed with the treasurer beforehand.

Finance Committee Presentations  Presentations must be made by students. (Remember you are registered STUDENT organizations.) Advisors should not attend Advisors should not attend Advisors may be consulted if there are any unanswerable questions Advisors may be consulted if there are any unanswerable questions  A computer will be available for students to use during presentations.  If using handouts please make 5-7 copies.

Important Dates to Remember  Finance Committee Presentation Times Mon., Mar. 4 th, 5-8:00 p.m. – Sunflower Room Mon., Mar. 4 th, 5-8:00 p.m. – Sunflower Room Tue., Mar. 5 th, 5-8:00 p.m. – Varsity Room Tue., Mar. 5 th, 5-8:00 p.m. – Varsity Room Wed., Mar. 6 th, 5-7:00 p.m. – Varsity Room Wed., Mar. 6 th, 5-7:00 p.m. – Varsity Room Thu., Mar. 7 th, 5-8:00 p.m. – Collegiate Room Thu., Mar. 7 th, 5-8:00 p.m. – Collegiate Room Mon., Mar. 11 th, 5-8:00 p.m. – Sunflower Room Mon., Mar. 11 th, 5-8:00 p.m. – Sunflower Room Tue., Mar. 12 th, 5-8:00 p.m. – Varsity Room Tue., Mar. 12 th, 5-8:00 p.m. – Varsity Room Wed., Mar. 13 th, 5-7:00 p.m. – Varsity Room Wed., Mar. 13 th, 5-7:00 p.m. – Varsity Room Thu., Mar. 14 th, 5-8:00 p.m. – Collegiate Room Thu., Mar. 14 th, 5-8:00 p.m. – Collegiate Room Wednesday March 27 th, SGA will vote on the resolution Wednesday March 27 th, SGA will vote on the resolution All receipts due by 12:00 p.m. on Friday April 5 th. There will be NO Exceptions! All receipts due by 12:00 p.m. on Friday April 5 th. There will be NO Exceptions!

Contact Information  I will be communicating directly with the Informational Workshop representative unless requested otherwise.  SGA website: life/groups/sga/

Reminders:  Allocations is a current PSU Registered Student Organization privilege.  Allocations is a reimbursement program only, Do Not depend on Allocations to fund your organization. (SGA is NOT responsible for your budget or over-spending.)  Any event that takes places after April 5 th, 2013 can be saved and turned in for Fall 2013 Allocations.

QUESTIONS? QUESTIONS?